Flexible Spending Account

Transcription

1 Flexible Spending Account Welcome Kit

2 Table of Contents Your Flexible Spending Account (FSA) Online Registration and Setup Instructions How to File a FSA Claim 5 Online Direct Deposit Setup...6 Mobile.7 HSA Debit Card..8 FSA Medical Eligible Expenses...9 FSA Dependent Care Expenses...10 HSA FAQs...11 FSA Claim Form.12

3 Your Flexible Spending Account (FSA) 2 What is an FSA? Your Employer provides you with the opportunity to enroll in a Flexible Spending Account (FSA). The FSA allows you to set aside funds on a pre-tax basis to pay for eligible medical, dental, vision, and/or dependent care expenses. The amount you choose to contribute is taken out of your paycheck in equal amounts each pay period. * There are multiple types of FSAs available to help you save a Healthcare FSA, a Dependent care FSA, and a Limited Purpose FSA 1 Health Care FSA With this account you are able to pay for eligible medical, dental, prescription, and vision expenses not covered by insurance. Examples of eligible expenses: Co-pays and deductibles Prescriptions Chiropractic care Over-the-counter (OTC) items** Hearing aids Hospital services Insulin Medical equipment Physical or speech therapy 2 Dependent Care FSA For child care expenses for children under 13 or dependent care expenses for an adult unable to care for themselves. Before-and after-school programs Nursery school & preschool Day care (child &adult) Summer day camp 3 Limited Purpose FSA For those with a Health Savings Account, the Limited Purpose FSA can reserve your HSA dollars when paying for Dental and Vision expenses Contact lenses Laser Eye Surgery Eye Glasses Orthodontics * All of these plans may not be offered by your employer. ** OTC medicines and drugs require a prescription from your doctor in order to be reimbursed through an FSA. There are, however, many OTC items that do not require a prescription to be reimbursed such as: - Contact lens solution & supplies - Band-aids, elastic bandages - Insulin & diabetic supplies - Ostomy products - Hearing aid batteries - Cotton balls - First aid kits 3

4 Online Registration & Set-Up Instructions Accessing your account through the WealthCare portal will enable you to submit claims electronically for faster approval, access balance and claims history, important communications and more. Setting up your account for online access is easy! Just follow the steps below. (For additional help you can download the Registration Guide with step by step screen shots at Step 1: To get started go to Step 2: Click Register at the top right hand corner of the screen & fill in the required fields Create a Username, enter your first and last name and address PASSWORD field, must be at least eight characters with at least one non-alpha character Employee ID field, enter your Social Security number no dashes (Ex: ) Registration ID/Employer ID field, enter ( NUEAZC ) Step 3: Accept the Terms of Service and click Register. Step 4: A Registration Instructions screen will appear click Begin Setup Now Step 5: Enter a personal phrase and select a picture. Step 6: Select 4 security questions and provide your answers. Step 7: You have the option of registering your computer. Doing so will eliminate the need to answer security questions during future log-on s. Click Continue Setup. Step 8: Confirm your first name, last name and address. Click Continue Setup. Step 9: A summary of your registration will appear. You may change the information as needed. After reviewing, click the Submit Setup Information. Step 10: You are now logged in your WealthCare portal! 4

5 How to File a FSA Claim File Your Claim Online One of the easiest ways to submit your claim for reimbursement is by completing our online claim form at Once your claim is processed an notification will be sent to your address on file confirming approval or requesting additional documentation. Step 1: Logon to Step 2: Click on the My Accounts on the top navigation bar Step 3: Click on the File a Claim Step 4: Select Add New Step 5: Enter your claim detail and attach your scanned receipts Step 6: Select the certification box and click Submit Step 7: If you cannot scan your receipts click View Submittal Form Step 8: Print the completed form, which contains a bar code Step 9: Fax the form and proper documentation/receipts to File Your Claim with Mobile Filing a claim with the free mobile app is fast and easy. Once your claim is processed, an notification will be sent to your address on file confirming approval or requesting additional documentation. Step 1: Logon to Mobile Step 2: Select the icon within your account window Step 3: Provide the required information and select Add Receipt Step 4: Choose Take Photo and take a picture of your documentation Step 5: After taking your picture select Preview Step 6: If all of the information is correct select Submit. Step 7: Accept the Disclosure Step 8: A window indicating the claim was successfully submitted will appear. File a Paper Claim A copy of the paper claims form is included within the welcome kit. You can also download a copy by going to Claims can be faxed or ed to at: Fax: customerservice@.co 5

6 Online Direct Deposit Set-up Step 1: After registering, sign in to your account and select Reimbursement Settings under the My Account tab. Step 2: Next to Reimbursement Method select the Direct Deposit option. Remember: Direct Deposit is needed for FSA reimbursement. Step 3: Review the example on the screen of where to find your routing and account number on your check. Input both numbers exactly as they appear on your check. Then click SAVE. 6

7 Mobile Application is excited to offer you a new way to access your account! By downloading the Mobile app on either your Apple or Android mobile device, you will have a single access point to manage your FSA. With Mobile enables you to: See Detailed Account Information View your FSA Account Balance and Plan Details Review Recent Transactions and Details View all and SMS alerts Contact administrator from mobile application via or mobile phone Submit a claim for substantiation Take a photo of a receipt or bill and attach it to a new or existing claim or FSA debit card transaction for approval You can download the Mobile Application by going to either the App Store on your Apple device or GooglePlay on your Android and searching for : Step 1: Access App Store (Apple Phone) or GooglePlay (Android Phone) Step 2: Search for Step 3: Select Install and accept App Permissions Step 4: Once Mobile is downloaded select the app on your main screen or apps folders Step 5: Sign in using the same username and password as for your Participant Portal at (If you have not setup your account on the participant portal, you will need to do so before signing onto Mobile) Step 6: Once you have completed the sign in, you are now able to access your account through Mobile! 7

8 FSA Debit Card The FSA debit card provides a convenient method to pay for out-of-pocket medical expenses for you, your spouse and/or any tax dependents. The IRS imposes strict regulations on where the FSA debit card can be used and when follow-up documentation is required to substantiate a qualified expense. The card is a convenient benefit, but it is important that you take a moment and understand how it works. Where is the FSA debit card accepted? Participants can use the FSA debit card at qualified merchants (as determined by the employer s plan document) to pay for: Office visit co-pays Deductible-related expenses Prescriptions Dental work (including orthodontia) Eyeglasses & contacts How does verify that the FSA debit card is used only for qualified expenses? The IRS-imposed limitations help ensure that the card is used only for qualified expenses. When the card is swiped at a qualified merchant and there is a sufficient balance available in the participant s FSA, the qualified purchase will be paid directly from the reimbursement account The IRS requires participants to keep all receipts for FSA expenses for seven years in the event of a tax audit. If there is a discrepancy or unusual transaction amount, is required by the IRS to verify the transaction. If a transaction cannot be electronically substantiated a participant will be sent a notification via to submit a third-party receipt showing the date of service, description or type of treatment and the amount owed. All plan communication pertaining to your account activity is provided solely via at the website. It is important to notify if you change your address. What are the advantages of using the FSA debit card? Participants who use the card at qualified merchants may pay for eligible expenses without having to submit a claim and wait for reimbursement. Participants can logon to for real-time, online account information including balance, deposits made to date and a list of pending and completed payments. Recurring FSA debit card expenses for the exact amount at the same provider can be set up as a recurring transaction. When you submit your initial documentation, please include a note stating the transaction will be a recurring expense. This will prevent the need for additional documentation on future purchases of the same item purchased at the same provider. Does the participant always have to use the FSA debit card for claim reimbursement? No. There will be times when a merchant does not accept the FSA debit card. This does not mean that the expense is not eligible. Participants will need to pay for the expense from their personal funds and then submit a claim for reimbursement. Claim forms are provided to participants at Open Enrollment and can be found at How do I send my required documentation for substantiation of my FSA debit card transactions? You can submit documentation by using Mobile, your member portal at fax, or mail completed forms and copies of bills, receipts, or invoices to: Administration Services Fax:

9 Eligible FSA Health Care Expenses The IRS allows certain medical, dental, vision, and related services to be reimbursed through an FSA. Below is a partial list of expenses that qualify for FSA reimbursement. Over-the-counter medications prescribed by a physician, while not listed below, are still eligible for FSA reimbursement. This list is subject to change and without notice due to new legislation. For a complete list, log on to Medical Expenses Eligible Medical Expenses Eligible Acupuncture Eyeglasses, prescription Alcoholism treatment Fertility treatment (ovulation predictor kits and pregnancy tests, in vitro fertilization, reverse a prior surgery that prevents you from having children) Ambulance service Guide dog or other animal used to assist persons with physical disabilities Artificial limb/teeth Health institute Bandages, Band-Aids, wraps, and splints Hearing aids and batteries Breast-reconstructive surgery following a mastectomy Hospital services Birth control pills (Norplant, ovulation kits) Insulin, syringes Braille books and magazines Laboratory fees Chiropractor professional fees Lead-based paint removal Christian Science Practitioner fees Legal fees (to authorize treatment for mental illness) Contact Lenses/solution Meals (only as part of inpatient hospital care) Contraceptives Nursing home (if necessary for medical care Crutches/braces & supports Nursing services Dental treatment (exams, x-rays, fillings, root canals, dentures, and orthodontia; cosmetic treatments not allowed) Physical therapy Transplants (donor expenses, if you) Pregnancy test kits Transportation and related travel expenses for person seeking treatment (see IRS Publication 502) Psychologist fees Treatment for learning disability caused by mental or physical impairment or nervous system disorders (treatment must be recommended by physician see IRS Publication 502) Schools and education (for mentally impaired or physically disabled person see IRS publication 502 Vaccinations Special home for person adjusting from life in mental institution to community living Operations (legal operations that are not cosmetic in nature) Diagnostic services and tests Orthodontia Drug dependency treatments Orthopedic devices Drugs (prescriptions) Osteopath fees Eye Surgery (includes cataract, LASIK, corneal rings, etc.) Oxygen equipment Weight-loss program (only if medically necessary to treat existing disease and prescribed by a physician) Sterilization procedures (vasectomy or tubal ligation) Wheelchair Stop-smoking program Wigs (if purchased upon advise of physician for mental health of patient) Surgical fees (for legal operations not cosmetic in nature) X-ray fees Therapy, physical or speech 9

10 Eligible FSA Dependent Care Expenses The IRS allows certain dependent care related services to be reimbursed through a FSA. The below list of services are common FSA Dependent Care expenses. This list is subject to change and without notice due to new legislation. For a complete list of eligible Dependent Care FSA expenses please go to Child Care Expenses Eligible Child Care Expenses Eligible Activity fees No Piano lessons No After school program Preschool Au Pair Private school tuition (for kindergarten and up) No Babysitting (work-related, in your home or someone else's Registration fees (required for eligible care, home) after actual services are received) Babysitting (not work-related, for other purpose) No School tuition No Babysitting by your relative who is not a tax dependent Registration fees (required for eligible care, No (work-related) prior to actual services received) Babysitting by your tax dependent (work-related or for other purpose) No Sick child care Before or after school programs Sleep-away camp No Child care Tutoring No Dance Lessons No Summer day camp Dependent care (while you work, to enable you to work Total payments (transferred from previous or look for work) administrator) Extended care (supervised program before or after regular school hours) Transportation to and from eligible care (not provided by your care provider) Educational, learning or study skills services No Transportation to and from eligible care (provided by your care provider) Field trips No Elder Day Care Expenses Household services (housekeeper, maid, cook, etc.) No Adult day care center Housekeeper who cares for child (only portion of payment attributable to work-related child care) Elder care (while you work, to enable you to work or look for work) Kindergarten tuition No Elder care (in your home or someone else's) Language classes No Custodial elder care (not work-related, for other No purpose) Meals, food or snacks No Day nursing care No Medical care No Custodial elder care (work-related) Nanny Medical care No Nursery school Nursing home care No Payroll taxes related to eligible care Senior day care No 10

11 Common FAQs Below is a list of answers to commonly asked questions. A complete list of FAQ s can be found by going to Q: I don t like the Use-it-or-lose-it FSA rule. Why can t my unused funds roll over from year to year? A: Section 125 of the IRS tax code determines many of the rules and regulations for FSAs that plan must follow. In particular, one rule states that there may be no deferral of compensation. Specifically, money contributed in one plan year cannot be used or deferred to pay for benefits in another plan year (except during the Grace Period). The main reason for this rule is to prevent adverse selection and/or a participant from using their FSA as a tax shelter. As a result, participants must re-enroll each plan year. Q: Where can I go to find out what expenses are considered eligible under a Health Care FSA, Dependent Care FSA, and/or a Limited Purpose FSA? A: The easiest way to find out if an expense is considered eligible is to go to There you will find an extensive list of eligible FSA expenses. These expenses are determined by the IRS/Department of Treasury Publications 502 and 503. These publications are available at Q: If I experience a Qualifying Event, when will the change become effective? A: According to Section 125 of the IRS tax code, all eligible changes must be made on a prospective or future forward basis. Participants have 31 days to inform the SEHP, in writing, of a qualified change in status. The effective date of the change will be first of the month following the receipt and approval of the change request by the SEHP. For example, if a participant gets married on March 31 and does not submit a Change in Status form requesting to increase/decrease their contribution until April 10, the effective date of the change would be May 1. Q: If I go on a leave of absence, what are my contribution options? A: When a participant goes on a leave of absence there are three options available: 1. Make a lump-sum pre-payment for the time you re going to be gone, if known. 2. Make after-tax contributions via personal check to your employer while on leave. 3. Make a catch-up contribution upon the employee s return from leave. Note: If catch up contributions are not made then the absence will be considered a period of no coverage and claims incurred during this time will not be reimbursable. Q: Example: My 15 year old step-child will be living with me until the end of the school year. After that, they are moving in with their biological father. I had included their expenses when calculating my annual election during Open Enrollment. Can I lower my contribution amount after they move out? A:, a change in residence of a dependent child is a qualifying even that allows for a mid-year election change. Q: When I submit a Dependent Care FSA claim should I claim only what I ve contributed for that month or what I actually incurred in daycare costs? A: You should claim what you actually incurred in daycare costs. will keep track of your Dependent Care FSA claim and will reimburse you as contributions are made to the account. 11

12 Flexible Spending Account Claims Reimbursement Form Employer: Employee Name: Home Address: Work Phone: Change of Address Social Security No: Date of Birth: City/State/Zip: * * All plan communication pertaining to your account activity is provided solely via and the website. It is important to notify if you change your address. 1. Unreimbursed Medical Expenses (Copies of cancelled checks, credit card slips or balance due statements are not allowed.) Service Date(s) Name of Service Provider Expense Description Person for Whom Expense Incurred Amount TOTAL MEDICAL CARE EXPENSE 2. Dependent Care Expenses Name of Dependent(s) Age Period Covered From To Day Care Provider Information Name Address Tax ID Amount Incurred TOTAL DEPENDENT CARE EXPENSE DAY CARE PROVIDER SIGNATURE: 3. Transit/Parking Expenses Service Date(s) Name of Service Provider Expense Description Amount TOTAL TRANSIT/PARKING EXPENSE The undersigned participant in the Plan certifies that all expenses for which reimbursement or payment is claimed by submission of this form were incurred during a period while the undersigned was covered under the Employee s Flexible Spending Arrangement with respect to such expenses and that the medical expenses have not been reimbursed or are not reimbursable under any other health plan coverage. The undersigned fully understands that he or she alone is fully responsible for the sufficiency, accuracy, and veracity of all information relating to this claim which is provided by the undersigned, and that unless an expense for which payment or reimbursement is claimed is a proper expense under the Plan, the undersigned may be liable for payment of all related taxes on amounts paid from the Plan which relate to such expense. Employee Signature Date Visit or call us at to check on the status of your claim. Fax, or mail completed forms and copies of bills, receipts or invoices to: Administration Services For Office Granada Use Only: Lane, Ste. 100, Leawood, KS Amount Approved: Amount Rejected: Reviewed by: